Sign an envelope as a recipient

This guide explains what recipients should do when they receive a document for signature through WoltSign. It is written for external signers and internal recipients who need clear, low-friction completion steps. If you are the sender, use Create and send envelope and Track signers and send reminders to manage the workflow from your side.

Legal notice: this guide provides operational steps, not legal advice. Enforceability depends on document context, consent, and applicable law. For product-level legal framework information, see /e-signatures.

Step 1: Open the signing invitation email

Find the invitation message sent to your inbox and open the secure signing link. Confirm sender identity and document context before proceeding. If the request is unexpected, contact the sender through a trusted channel. Do not sign documents when context is unclear.

If you cannot find the email, check spam and quarantine folders, then ask the sender to resend from envelope detail using Send Reminder.

Step 2: Review document packet and instructions

Once the signing session opens, review document titles and any sender notes. Take time to read the packet before completing fields. If your organization requires internal approval before signing, pause and complete those checks first. Signing should reflect intentional review, not only clicking through required actions.

In multi-document packets, verify that each file matches your expectations. If anything appears outdated or mismatched, contact the sender before continuing.

Step 3: Complete required fields assigned to you

Work through required fields in the order presented. Typical actions include Signature Image, Initials, Date, Checkbox, and Text fields. Enter accurate information and avoid placeholder values unless specifically instructed by your organization.

If you see fields that do not appear to belong to your role, stop and contact the sender. Do not guess. Clear role assignment is a sender responsibility, and correcting before submission avoids downstream complications.

Step 4: Review your entries before final submission

Before confirming, review every completed field for accuracy. Check spelling in text fields, date format, and any optional values you entered. This is your final quality pass and helps avoid correction cycles after submission.

If your workflow includes co-signers or sequential routing, your completion may trigger the next signer automatically. Timely and accurate completion helps everyone downstream.

Step 5: Submit and keep your confirmation record

After final review, submit your signing actions. Keep any confirmation message, email receipt, or internal reference details as required by your organization. If needed, notify the sender that your step is complete, especially for urgent transactions with same-day deadlines.

What to do when something feels wrong

Pause if any of these conditions appear:

• Sender identity is unfamiliar or unexpected.
• Document titles do not match expected transaction scope.
• Required fields request unrelated or excessive data.
• You cannot access the full packet content clearly.

In those cases, contact the sender directly. Signing should happen only after context and data requirements are clear.

Link access troubleshooting

If the signing link fails, first reopen from the original invitation email. If that does not work, request a new reminder from the sender so a fresh access path is generated. Confirm that the sender has your correct email address and that no forwarding rules altered the message.

You can also review /help-center/what-signers-see for additional signer-side troubleshooting.

Best practices for recipients in regulated workflows

If your organization operates in regulated environments, complete signing in a controlled manner. Use trusted devices, avoid public networks where possible, and keep internal transaction references for audit readiness. Confirm that you are the intended signer and that your action authority is appropriate for the document.

When in doubt, ask the sender for additional context before signing. A brief clarification step is better than completing an incorrect packet.

For senders sharing this guide with recipients

Include this guide in your reminder messages for first-time signers. It reduces repetitive support questions and improves completion speed. Senders should also maintain clear field instructions in the document so recipients can complete without guesswork.

Sender-side completion operations are covered in Track signers and send reminders.

Recipient quick checklist

1. Verify sender and transaction context.
2. Read all packet documents before signing.
3. Complete required fields accurately.
4. Review entries before final submit.
5. Keep completion confirmation for your records.
6. Request sender help immediately if anything is unclear.